Student and Staff Management System

Students and Staff Management System

Done By: -

Kuldeep Singh 20

Ravi Pratap Singh 37

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Student and Staff Management System

Abstract:

The Project “Students and Staff Automation System Project” targeted for the College Students
and for faculty members integrates the transaction management and inventory management of
the College for better control and timely response.

The College is provided with better control over the transactions like entering the admission
details, maintaining the staff details, providing course and admission details, maintaining fee
details. This project’s main motto is to reduce the effort of the college administrator and provide
better service to students and Faculty.

The Basic functionalities of a college are to maintain its information in an orderly manner such
as student admission details, staff details, course details and so on. “Students and Staff
Automation System” has enabled to maintain the information on a computerized system.

As a result of this method, the college management has maintained the information in an orderly
manner and the information can be retrieved quickly within a less time period.

This system also enables to modify and update the information whenever they require. This
application enables the college to maintain the college details in a secure manner avoiding
forgeries.

Existing System:

In the existing system, students and faculty must visit different departments and wait for
department staff to get information about any queries and this will involve different stages of the
process moving a file from one department to another. In this process, students and staff should
waste time. In process is a manual process.

Disadvantages in existing system:

Disadvantages of the existing system are given below which are major reasons for moving to an
updated version.

Time delay:
Time taken for processing any type of work for students and faculty is more.
Redundancy:
Information of each user is maintained in multiple tables which will provide redundancy.

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Student and Staff Management System

Non-user Friendly:
Since the existing system is not an automated process which is not user-friendly.

Proposed System:

The proposed system works on the automation process where we use software tools to develop
an app using Java and MySQL database.

In this system process of workflow from the application process to deliver process will be by
online. This process will save time and reduce manual work.

Advantages of the proposed system:

1. Data management is easy and effective.

2. Data management will be easy. Admin or user can view data of any records in a short time by
just entering in the search field.
3. Time is taken for report generation and record retrieval is very short.
4. Data security is provided for total records.
5. Any department inside an organization can easily access old and new data in a short time.

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Student and Staff Management System

Requirement Analysis

Software Requirements

HTML: Page Layout has been designed in HTML

CSS: CSS has been used for all designing part

PHP: All the business and frontend logic has been implemented using PHP

JavaScript: All the validation and animation task has been done by JavaScript

MySQL: MySQL has been used as a database for this project

Apache2: Project will run over this software.

Hardware Requirements

The hardware required for the development of the project is:

Processor: Intel P-IV System

Processor Speed: 250 MHz to 833 MHz

Ram: 512 Mb Ram

Hard Disk: 40 Gb

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Student and Staff Management System

System Analysis

Study of the System

This project Student and staff Management System is aimed towards recording a considerable
number of students, staff records and needs online assistance for managing records. Website
should be user-friendly, ‘quick to learn’ and reliable website for the above purpose.

Student and staff Management System is intended to be a stand-alone product and should not
depend on the availability of another website. The system will also have an administrator who
has full-fledged rights with regards to performing all actions related to control and management
of the website.

Problem Analysis

This system should consist of an application program, on one hand, and a database (repository of
data) on the other. The program should perform the basic operations upon the database as
retrieving, inserting, updating and deleting data.

Any additional functionality is a goal of a further module development. It is a kind of strategy to

start the development from designing and constructing the database, as this structure will
determine the further structure of the application program. The logical database model (tables,
their content and the relationships between them) should respond to the given task and cover the
basic requirements. The Interface of the program should be user-friendly, and the program
should be as easy for use as it is possible.

Both controls and forms should logically and functionally be related within the program and
fully respond to the structure of the database.

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Student and Staff Management System

Module Description

Staff Module

The main purpose of this module is providing all the functionality related to staff. It tracks all the
information and details of the staff. We have developed all type of create, read, upload, delete
operations of the staff.

Job Module

The main purpose for developing this module is to manage the job data wise. Job module is an
important module in this project Student and Staff Management System, which we have
developed on PHP and MySQL.

Leave Module

The main purpose for developing this module is to manage the leave. So, all leave will be
managed by admin and staff will be able to apply to their staff also see their leaves.

System Design

Systems design is the process of defining the architecture, product design, modules, interfaces,

and data for a system to satisfy specified requirements. Systems design could be seen as the
application of systems theory to product development. There is some overlap with the disciplines
of systems analysis, systems architecture and systems engineering.

System design is the phase that bridges the gap between problem domain and the existing system
in a manageable way. This phase focuses on the solution domain, i.e., “how to implement?

It is the phase where the SRS document is converted into a format that can be implemented and
decides how the system will operate.

In this phase, the complex activity of system development is divided into several smaller sub-
activities, which coordinate with each other to achieve the main objective of system
development.

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Student and Staff Management System

UML Diagrams

Class Diagram

Class diagram is a static diagram. It represents the static view of an application. Class diagram is
not only used for visualizing, describing, and documenting different aspects of a system but also
for constructing executable code of the software application.
Class diagram describes the attributes and operations of a class and also the constraints imposed
on the system. The class diagrams are widely used in the modeling of object-oriented systems
because they are the only UML diagrams, which can be mapped directly with object-oriented
languages.
Class diagram shows a collection of classes, interfaces, associations, collaborations, and
constraints. It is also known as a structural diagram.

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Student and Staff Management System

Use-Case Diagram

In the Unified Modeling Language (UML), a use case diagram can summarize the details of your
system's users (also known as actors) and their interactions with the system. To build one, you'll
use a set of specialized symbols and connectors. An effective use case diagram can help your
team discuss and represent:

A. Scenarios in which your system or application interacts with people, organizations, or

external systems
B. Goals that your system or application helps those entities (known as actors) achieve
C. The scope of your system

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Student and Staff Management System

Activity Diagram

Activity diagram is another important diagram in UML to describe the dynamic aspects of the
system. Activity diagram is basically a flowchart to represent the flow from one activity to
another activity. The activity can be described as an operation of the system. The control flow is
drawn from one operation to another. This flow can be sequential, branched, or concurrent.
Activity diagrams deal with all type of flow control by using different elements such as fork,
join, etc

Purpose of Activity Diagrams: The basic purposes of activity diagrams is similar to other four
diagrams. It captures the dynamic behavior of the system. Other four diagrams are used to show
the message flow from one object to another but activity diagram is used to show message flow
from one activity to another. Activity is a particular operation of the system. Activity diagrams
are not only used for visualizing the dynamic nature of a system, but they are also used to
construct the executable system by using forward and reverse engineering techniques. The only
missing thing in the activity diagram is the message part.

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Student and Staff Management System

Sequence Diagram

Sequence diagrams describe interactions among classes in terms of an exchange of messages

over time. They're also called event diagrams. A sequence diagram is a good way to visualize
and validate various runtime scenarios. These can help to predict how a system will behave and
to discover responsibilities a class may need to have in the process of modeling a new system.

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Student and Staff Management System

ER Diagram

An entity relationship diagram (ERD) shows the relationships of entity sets stored in a database.
An entity in this context is an object, a component of data. An entity set is a collection of similar
entities. These entities can have attributes that define its properties.

By defining the entities, their attributes, and showing the relationships between them, an ER
diagram illustrates the logical structure of databases.
ER diagrams are used to sketch out the design of a database.

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Student and Staff Management System

CONCLUSION
By using this System accessing information from files is a difficult task and there is no quick and
easy way to keep the records of students and staff. Lack of automation is also there in the
Existing System.
The aim of Our System is to reduce the workload and to save significant staff time. This System
provide the automate admissions no manual processing is required. This paper assists in
automating the existing manual system.
This is a paperless work. It can be monitored and controlled remotely. It reduces the man power
required. It provides accurate information always.
All years together gathered information can be saved and can be accessed at any time. The data
which is stored in the repository helps in taking intelligent decisions by the management
providing the accurate results. The storage facility will ease the job of the operator.
Thus, the system developed will be helpful to the administrator by easing his/her task providing
the accurate results. The storage facility will ease the job of the operator